Control access to templates in employee management

In Employee Management, you can select and edit a template on the Communication > Templates tabs. For letter templates, email templates, print templates and export templates, you can specify here who is allowed to use the templates.

The templates can only be edited by people who have the "Communication" module role.

Important restrictions / settings for templates

You can define the following settings when editing a template. Please note that the available settings are different for different template types.

• Access restricted to organizational unit:

Select the organizational unit to which a user must have access in order to be allowed to use this template. This setting is important in large and decentralized companies, since the number of templates tends to grow constantly. If no restriction is specified, searches for individual users can become inefficient. It is therefore recommended that you specify a restriction here. Employees with access to the organizational units selected here will also have access to this template. If you would like to allow an entire division to use a given template, simply select the division and then check the box for Include subordinate organizational units.

• Access restricted to the following module roles:

This access setting is only present in print and email templates.

Specify which modules a user must have access to in order to be allowed to use this template. This setting is extremely important for preventing situations in which users with no access to certain modules can nevertheless gain access to employee data from those modules through the print or export functions. If you do not specify a restriction or leave these fields blank, then no restriction is imposed, and people with any module role can access the documents.

Module roles available for selection under the settings for print templates:

• Goals and tasks (ERM)
• Personnel development (ERM)
• Succession planning
• Events (administrators)
• Salary and bonuses

Module roles that are available for selection with email templates, in addition to the module roles above:

• Events (users)
• Analytics (diagrams and Excel reports)
• Surveys
• Imports
• Org chart
• Exports
• Communication
• Network administrator
• Employee file
• Applicant Management

• Access restricted to the following roles:

Select the user roles that should be allowed to use the templates. An empty field means no restriction.

When a template is marked as Private, only the creator can use and modify the template. For example, the creator might use this restriction to test out the template in real-world situations, without running the risk that another user might use it by mistake. After successful testing, the template can be made "public" again by unchecking the box for "private".

Roles available for selection:

• Employee
• Manager with access to direct subordinates:
• Manager with access to direct subordinates and other organizational units
• HR expert (not available for selection in letter templates)
• CEO
• Administrator

• Offer in the following views:

• Event admin view
• Event user view
• Instructor view

The restrictions set in the sections above remain in full force.

Related topics

• Create print preview (ZIP archive)
• Create print template
• Control access to templates in Applicant Management